Transportation Administrator

Chefs Warehouse•Jessup, MD

About The Position

The Transportation Administrator is a key operational and administrative role within a high-volume distribution environment. This position is responsible for assisting driver onboarding and training programs, maintaining transportation records and regulatory compliance documentation, overseeing the accident and injury register, supporting leadership with data-driven presentations for national reporting, and providing dispatch coverage as needed. The ideal candidate is highly organized, process-oriented, and capable of managing multiple priorities while supporting a large team of drivers and transportation staff.

Requirements

High school diploma or GED required
Minimum 2-3 years of administrative experience in transportation, logistics, distribution, or a related high-volume operational environment
Working knowledge of DOT regulations, FMCSA driver qualification requirements, and Hours of Service (HOS) rules
Experience coordinating employee onboarding, training scheduling, or HR administrative processes
Demonstrated experience maintaining an accident, injury, or incident register and producing safety-related reports or documentation
Proficiency in Microsoft Office Suite with advanced PowerPoint skills — including the ability to build and update data-driven presentation decks for executive or national audiences
Advanced Excel skills for data tracking, reporting, and trend analysis strongly preferred
Exceptional organizational skills with the ability to manage competing deadlines and maintain a high level of accuracy under pressure
Strong written and verbal communication skills with a professional, service-oriented approach

Nice To Haves

Associate's or Bachelor's degree in Business Administration, Human Resources, Logistics, or related field preferred
Experience with Transportation Management Systems (TMS), ELD platforms, or Learning Management Systems (LMS)
Experience in a distribution or fulfillment center with 50+ drivers or a large transportation workforce
Familiarity with HRIS platforms (Dayforce) and how they integrate with transportation operations
Bilingual in English and Spanish strongly preferred in markets with diverse driver populations
Experience developing or delivering driver training content or safety programs
Background in safety reporting, OSHA recordkeeping, or DOT violation management

Responsibilities

Maintain and organize all transportation department records including driver files, compliance documents, incident reports, and correspondence
Manage driver qualification files (DQFs) to ensure completeness and ongoing compliance with DOT and FMCSA requirements
Prepare, distribute, and archive daily, weekly, and monthly operational and performance reports for department leadership
Serve as the departmental point of contact for payroll-related inquiries, timecard audits, and attendance recordkeeping for drivers and transportation staff
Administer and maintain the Transportation Management System (TMS) and related platforms, ensuring data integrity and up-to-date records
Own and maintain the department's accident and injury register, ensuring all incidents are logged accurately, completely, and in a timely manner
Record and track all vehicular accidents, workplace injuries, near-misses, and DOT violations including dates, parties involved, descriptions, outcomes, and corrective actions taken
Coordinate with drivers, supervisors, and the Safety team to gather complete incident documentation including police reports, photos, witness statements, and insurance correspondence
Monitor open incidents through resolution, tracking claim status, return-to-work timelines, and violation remediation progress
Generate regular accident and injury summary reports and trend analyses to support data-driven decision making by department leadership
Assist in the preparation and ongoing updates of PowerPoint presentations covering accidents, injuries, and DOT violations for leadership to present to the national team
Ensure presentation data is current, visually clear, and accurately reflects trends, root causes, and corrective actions — updating slides on a recurring schedule or as incidents occur
Coordinate with Safety, Compliance, and Operations to verify accuracy of all data included in national-level reporting decks before distribution
Maintain confidentiality of all incident records in accordance with company policy, OSHA recordkeeping requirements, and applicable regulations
Coordinate the full-cycle onboarding process for new drivers and transportation staff, from offer acceptance through first day readiness
Set up new driver profiles in the TMS, ELD platform, payroll system, and any other relevant operational software
Issue and track uniforms, fuel cards, access badges, mobile devices, and other equipment assigned to new hires
Partner with HR to ensure seamless communication and documentation handoff between recruiting and operations teams
Monitor completion of onboarding checklists and escalate outstanding items to ensure no driver begins operations without full clearance
Conduct new hire orientation sessions covering company policies, safety expectations, reporting procedures, and administrative requirements
Coordinate and schedule all required driver training including DOT-mandated training, defensive driving, equipment operation, and company policy courses
Maintain a training matrix for all transportation staff, tracking completion status, expiration dates, and upcoming renewal requirements
Partner with Safety and Compliance teams to develop, update, and distribute training materials, SOPs, and reference guides
Administer the company's Learning Management System (LMS) for the transportation department — enrolling employees, tracking progress, and generating completion reports
Coordinate with third-party training vendors, community colleges, or CDL schools for external certification programs
Schedule and track recurrent training requirements such as annual refresher training, First Aid/CPR renewals, and DOT physical exams
Support Driver Leads in delivering on-the-job (OJT) training plans for new drivers during their probationary period
Gather and analyze training feedback; identify gaps and make recommendations for program improvement to management
Monitor and manage driver license expiration dates, DOT medical certification renewals, and annual MVR pull schedules
Coordinate the DOT random drug and alcohol testing pool — generating selections, notifying drivers, and tracking completion and results
Maintain up-to-date knowledge of FMCSA regulations and communicate relevant regulatory changes to drivers and supervisors
Support internal and external transportation audits by compiling documentation packages and ensuring recordkeeping is audit-ready at all times
Track, file, and manage accident and DOT violation records, coordinating post-accident testing and maintaining confidential files per company and regulatory standards
Provide backup dispatch support during periods of high volume, staff absence, or peak operational demand
Assist with assigning loads, communicating delivery instructions to drivers, and monitoring shipment status as directed by the Transportation Manager
Relay time-sensitive operational updates between drivers, warehouse staff, and customer service teams when covering dispatch functions
Document dispatch activity accurately in the TMS during coverage periods to maintain continuity of operational records
Act as the administrative liaison between Transportation, HR, Safety, Payroll, and Operations departments
Respond to driver and staff inquiries related to scheduling, documentation, training status, and department policies
Assist with the coordination of recognition programs, department meetings, and employee engagement initiatives within the transportation team
Support the Director of Transportation with special projects, process improvement initiatives, and ad hoc reporting as needed